DEFENSE TRAVEL SYSTEM (DTS) SIMPLIFIED TRAVELER USER GUIDE

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1 DEFENSE TRAVEL SYSTEM (DTS) SIMPLIFIED TRAVELER USER GUIDE Created by the Ohio National Guard 1

2 Table of Contents User s Manual What is DTS? 3 Self Registration 4 Understanding the DTS Home Page 16 Navigating through DTS 18 Setting up your form defaults 20 Understanding Terms, Stamps and Status Codes 22 Create an Authorization for Orders (DD 1610) 23 Booking Air Travel 29 Booking a Rental Car 31 Booking Lodging 32 Centrally Billed Account (CBA) 35 Non-mileage Expenses 37 Mileage Expenses 39 Per Diem Entitlements 43 Instructions for Completing Constructed Cost Worksheet 51 Adjustments/Amendments to Authorizations 55 Create a Voucher (DD ) 57 Create a Local Voucher (SF 1164) 67 Cancelling an Authorization 75 Additional training 78 Reviewer s Manual Travel Guidelines 1 Instructions for Reviewing an Authorization/Order 25 DTS FAQs 39 Sample Forms 48 Created by the Ohio National Guard 2

3 What is DTS The Defense Travel System (DTS) is a fully automated travel request, authorization, reservation, and reimbursement system that replaces the current process of travel orders, requests, paper travel orders, paper travel vouchers, and manual reimbursement. The DTS allows the traveler that has a common access card (CAC) reader, to work in a paperless environment 24 hours a day. Travelers will request trip authorizations, reserve their own airline tickets, hotels, and rental cars, and request reimbursement online. The DTS will store all documentation online for the required six years and three months; thereby eliminating the need to file paper copies. DTS Requirements Common Access Card (CAC) CAC Pin CAC Reader Software dbsign from DTS website in Ohio, you must have administrative rights to load dbsign. Submit a help desk ticket to request it be loaded on your computer Website: DTS Business Rules All routing list personnel notified by Traveler can check status of trip request at any time Traveler can print approved authorization/order or voucher Traveler can request airline tickets, hotel, and/or rental car through DTS You must digitally SIGN your authorization/order or it will not process through DTS If you change organization, please let your Lead DTS Administrator (LDTA) know. Your profile must be updated in the DTS by your LDTA. If your banking information changes please let your LDTA know. We must update your profile in the DTS. DTS is not connected to MyPay. If your Government Travel Card has expired you must contact your LDTA as soon as you get your new Government Travel Card. If you receive your initial Government Travel Card after self-registering in DTS, contact your LDTA to update your profile. Ensure your Government Travel Card is turned on at least three business days prior to your trip Created by the Ohio National Guard 3

4 Log On to DTS Self Registration Insert the CAC into the reader. Access the DTS Home page: Click LOGIN TO DTS (green button center of page). Click Accept on the DoD Privacy & Ethics Policy. The digital signature window opens. Enter your PIN and click OK. First-time users will see the User Activation screen. Enter your SSN in both fields. Click Submit. Your User Welcome screen opens. Mouse over Administrative on the menu. Select Self Registration from the drop-down menu. Complete the Basic and Additional Information screens Click Submit Self-Registration on the last screen. Log off DTS. You will receive an when the registration has been accepted. Log back on to DTS to create your travel documents. See Step-By-Step instructions following page(s) Created by the Ohio National Guard 4

5 Step-By-Step DTS Self Registration Instructions Click on the green LOGIN TO DTS Click Accept Created by the Ohio National Guard 5

6 Enter your CAC PIN Click on Administrative then click on Self Registration Created by the Ohio National Guard 6

7 Click on Basic Information to start the self registration process Start filling out your information Use your AKO or appropriate.mil account When a magnifying glass icon is present, you must click on it to search for the information to fill that field. Created by the Ohio National Guard 7

8 When you click on the magnifying glass above, this window will open. Enter in the two letter state code and then click OK Click on underlined state code Created by the Ohio National Guard 8

9 NDS & DS technicians select civilian and then select pay grade AGR select military and then select pay grade Tech Status should ALWAYS be NO Click on magnifying glass to find your Organization When you click on the magnifying glass for Organization, this window opens: Use the drop down arrows to select the appropriate service, State, and Site Click OK Created by the Ohio National Guard 9

10 Find your organization. This is your full time position organization. Not your M- Day organization. Once you find it click select EFT Data is mandatory in DTS. Select either Checking or Savings and enter your account and routing numbers. Created by the Ohio National Guard 10

11 If you have a GOVCC, select CARD HOLDER. If you are not a card holder, select ADVANCE AUTH. You will then be considered Exempt in the system. NOTE: If you are NOT a GOVCC holder when you self register but later become a card holder, you must contact your Approving Official in order to have your GOVCC information updated in your profile. Created by the Ohio National Guard 11

12 Enter your residence phone Do not give an airport preference or it will limit your choices when making reservations Created by the Ohio National Guard 12

13 If you have frequent flyer numbers, you can add these here Do not give lodging or rental car preferences or it will limit your choices when making reservations Click Save and Proceed Click Submit button Created by the Ohio National Guard 13

14 You have now completed the self registration process. An will be sent to you confirming your registration. Once you receive this , log back into DTS. The User Activation screen will appear after you log into DTS. Enter your SSN and click Submit. Created by the Ohio National Guard 14

15 Created by the Ohio National Guard 15 Congratulations! You can now begin using the system to input your travel requirements.

16 Understanding the DTS Home Page Click Login To DTS. This will take you to the Privacy and Ethics Policy page. Notice System Status. Do NOT login unless DTS Status is GREEN. Click Accept. Created by the Ohio National Guard 16

17 DAVID A. DELAUTER This is the navigation bar. Each bar has a drop down menu that will give you additional options If you are a Reviewer, you can view the documents awaiting your action. DAVID A.DELAUTER This area shows the organization to which you are assigned. It also shows your permission levels if you are a Reviewer or Approver This area shows your signed documents for travel. Check often to see the status of your document. For a detailed explanation of status codes, refer to Understanding Stamps and Status Codes in the Table of Contents. Created by the Ohio National Guard 17

18 Navigating through DTS Using the Navigation Tool Bar Use the Navigation Tool Bar at the top of the DTS screen to Navigate through DTS. When you are creating an authorization for orders, a voucher or local voucher, you will always have a navigation bar at the top of the page. The top light blue bar is the main navigation menu. The dark blue bar is the subnavigation. When you click on a light blue top navigation tab the top tab turns dark blue and opens sub navigation tabs on the dark blue bar below. This is the easiest way to move around in DTS. Below are pictures of the navigation bars and what you can find in each one. Itinerary Tab: When you click this tab you are able to view the following sub-tabs: The trip overview screen The Per Diem locations screen Travel Tab: When you click this tab you are able to view the following sub-tabs: Air or Rail travel reservations Rental Car reservations Lodging reservations Other transportation Summary of travel itinerary Expenses Tab: When you click this tab you are able to view the following sub-tabs: Non-Mileage expenses (for hotel room tax, travel agent fee, parking TDY etc.) Mileage expense: This is where you will claim your mileage for driving your POV (if authorized). Per Diem Entitlements: Identifies what the Per Diem rate is for your travel location. Substantiating Records: This is where you upload your receipts and any other documentation needed to justify your trip expenses. Created by the Ohio National Guard 18

19 Accounting Option Tab: When you click on this tab you are able to view the following sub-tabs: Accounting Codes: This section of the authorization provides the ability to select a Line of Accounting (LOA). Trip Totals: quick check of the projected total trip cost in this section. Additional Option Tab: When you click this tab you are able to view the following sub-tabs: Profile: you can make changes to your profile information here. Payment totals: Provides the opportunity for you to direct additional funding be applied to your Government Travel Card (split disbursement). Partial Payments: View partial payments made during extended TDY trips (over 30 days) Advances: Advances are used for individuals that do not have a Government Travel Card Review/Sign: When you click this tab you are able to view the following sub-tabs: Preview: Preview your trip. Other Auths: Complete list of other authorizations available for selection (variations, excess baggage etc.) Pre-Audit: Validates information and identifies any potential problems with the authorization or voucher that may need justification Digital-Signature: This is the final step where you digitally sign (or submit) your authorization or voucher. Created by the Ohio National Guard 19

20 Setting Form Defaults in DTS Setting the form default will allow the user to print various documents in the government format (i.e.; orders DD 1610 // travel vouchers DD //local vouchers SF 1164 ) Your default form setting only need to be established once! Click on traveler setup, then form preferences NOTE: Use the next three screen shots as an example of how to correctly set your form defaults. The radio buttons should reflect what is shown Created by the Ohio National Guard 20

21 The radio buttons should reflect what is shown The radio buttons should reflect what is shown Click Save Form Defaults Created by the Ohio National Guard 21

22 Understanding Terms, Stamps and Status Codes Your authorization/order and voucher goes through many different processes. Below are the stamps and status codes to help you understand where your document is in the process: CTO: Commercial Travel Office. Carlson Wagonlit, Ft Campbell KY AO: Approving Official. The person designated in DTS to approve travel. PNR: Passenger Name Record. Reference code assigned to an individual s travel document. LOA: Line of Accounting. STAMP: Represents document status. CREATED: New document had been generated. No actions will occur until it is digitally signed. SIGNED: Used by the traveler to initiate a document. Makes the document a permanent part of the DTS database for 15 months and initiates routing of the document following the specified routing list in the traveler s profile. T-ENTERED: Similar to Signed except used exclusively by the Non DTS Entry Agent (NDEA) when signing voucher claims for a traveler. CTO SUBMIT/CTO BOOKED: Conditional for all routing of authorizations that use the reservation module and needing travel counselor action to make reservations and provide should cost data. CTO AMENDMENT: Identifies that a travel document has been changed after it has been approved. CTO CANCELLED: Identifies that a travel document has been cancelled and queued back to DTS by the CTO. REVIEWED/AUTHORIZED: Used by various routing officials, such as supervisors and clerks, to indicate a document has been opened and examined for accuracy and completeness. POS-ACK RECEIVED: Acknowledgement that an obligation of funds has been submitted for this document. CERTIFIED: Typically used by budget officials to indicate a document has been opened and some offline (outside DTS) action has occurred such as line of accounting selection, certification of funds availability in a separate system, etc. APPROVED: Must be used for each document type to indicate the document has been approved for final processing RECONCILED: Indicates that a voucher has been processed against an approved authorization.. RETURNED: Used by various routing officials to send a document back to whomever assigned the stamp Signed to the document, for lack of information or other problem. The document can be resubmitted, once necessary changes are made, by re-signing the document starting the routing process over again. CANCELLED: Used by routing officials or travelers to terminate a travel authorization. ARCHIVE IMAGE ACCEPT: All actions are complete and the document has been archived. Created by the Ohio National Guard 22

23 Creating an Authorization for Orders (DD 1610) An Authorization for orders is a request for approval to travel. Important points about certain aspects of authorizations: Do not use quotation marks (. ) in the comments fields and do not copy and paste text from a word document into the authorization. This sometimes enters unusual text characters that can cause problems. Be sure to look carefully at the Trip Summary. If a reservation is missing from the summary, then it will not be booked by the Commercial Travel Office (CTO). If you do not digitally sign your authorization within 24 hours of selecting reservations for air travel, hotel or rental car, the reservations will be cancelled and must be selected again. To verify that you have digitally signed the authorization, the status code will change to one of three different codes: Signed or CTO Submit or CTO Booked. Three business days prior to travel, you should receive an informing you that you have been ticketed by the CTO. If you do not receive an by this time, contact your LDTA. DTS is a paperless process therefore, the Comments/Remarks block should be used as a communication tool between the traveler and the Approving Official (AO). Comments/Remarks should be made by the traveler to the AO when an entry on the Authorization may be questioned or require clarification by the AO prior to approval. SEE STEP-BY-STEP INSTRUCTIONS ON THE FOLLOWING PAGES Created by the Ohio National Guard 23

24 Create an Authorization for Orders Step-by-Step Log on by clicking the green LOG ONTO DTS The welcome screen will appear. This is the main screen. Created by the Ohio National Guard 24

25 Click on Official Travel then Authorizations/Orders Click on Create New Authorization/Order Note: If you are using DTS for the first time, you will be prompted to review or update your Profile information. Make necessary changes and click Update Personal Information. You CANNOT make changes to your EFT or Government Travel Card information. Contact your LDTA! Created by the Ohio National Guard 25

26 Select your departing location Select your departure date using calendar tool ALWAYS select AA-ROUTINE TDY/TAD For Trip Purpose and Description, see NOTE below. If you are travelling by POV or GSA, select Other NOTE: A complete description of the purpose of your TDY must be entered under Trip description. If you are attending a centrally funded course at PEC, you MUST list Course Number, Course Name, Class Number, and the PEC Line of Accounting Label. Time is used to find airline flight departures Click on calendar box to select your return date Use the location tool bar to search for your TDY location Click on rental car, if needed at your TDY location If you have made lodging reservations, including group or pre-designated lodging, do NOT click Lodging If you are travelling to multiple locations during this TDY, Click YES Created by the Ohio National Guard 26

27 Type in the city and state code of your TDY location and click Search Location Select the required location radio button Click Select and Close Select your return travel location, transportation, and time. If you made your travel arrangements directly with CTO (via phone) check this box. You will be prompted to enter your ticket info Click Save and Proceed. Created by the Ohio National Guard 27

28 This screen will appear while DTS is searching for travel information. Created by the Ohio National Guard 28

29 Booking Air Travel You can change the departure or arrival location and/or time here if needed GSA Contracted fares must be used first. If the available flights do not meet mission requirements, you can use the other GSA contracted airfare or other gov t airfare with justification Select flight Select a seat according to chart. If no seats are available, a seat will be assigned automatically when you check in Click Done to proceed Created by the Ohio National Guard 29

30 After you select your flight to your TDY location, the following screen appears. Enter your Birth Date info and click Save Click Save TSA Information to proceed Follow the same procedures to select your return air travel. Created by the Ohio National Guard 30

31 Booking a Rental Car If you indicated in the Trip Overview that you will need a rental car, the Rental Car screen displays. Compact is the default. If you select any other size, you will be prompted to provide justification later in the process. If you need to request a larger sized vehicle, select type and then click search. Rental Cars will display in cost order. If you do NOT select the least expensive, you will need to provide justification. NOTE: Compact car is the default. You will be prompted for justification in a later screen if you change to a larger car or vehicle. NOTE: You DO NOT have to book your rental car through DTS, however, you must book through the Commercial Travel Office (CarlsonWagonlit/SATO) in order to meet the government rental car policy requirements. Created by the Ohio National Guard 31

32 Booking Lodging If you indicated in the Trip Overview that you will need lodging, the Lodging screen displays. Note: For lodging at a military installation, eligible travelers must contact the installation directly to make reservations. Note: If rooms are blocked for reservations for an event, travelers should NOT use DTS to book lodging. Contact hotel directly with group reference information. When selecting a hotel, ensure that it falls within the allowed per diem rate. Created by the Ohio National Guard 32

33 Select a room within the per diem rate. Note: If you are required to stay at a hotel in which the per night cost exceeds the per diem rate, an Actual Expense Allowance letter must be submitted to the United States Property & Fiscal Officer for approval. Failure to obtain approval will result in not being reimbursed for the amount exceeding the per diem rate. **For sample letter, see Reviewer section of this manual Other Transportation: If traveler arranges airline transportation directly with Carlson Wagonlit / SATO, the airline ticket information must be entered under Other Transportation. For assistance, contact your Lead DTA. Created by the Ohio National Guard 33

34 Travel Summary Verify your travel selections. For travelers WITHOUT an individual Government Travel Card, proceed to next page for procedures. For travelers WITH an individual Government Travel Card, scroll to the bottom of Trip Summary screen and select Save and Continue. Created by the Ohio National Guard 34

35 Centrally Billed Account (CBA) If you do not have an Individual Government Travel Card, you will need to pay for your flight using a Centrally Billed Account (CBA). NOTE: The Centrally Billed Account can only be used for the airfare ticket cost. Verify Comm Air (Central Bill) is listed Click CBA Accounts Click Select Created by the Ohio National Guard 35

36 Click Save and continue If you fail to DIGITALLY SIGN this Authorization within 24 hours, your reservations will be CANCELLED! Created by the Ohio National Guard 36

37 Non-Mileage Expenses Use the drop down arrow to view most commonly used expenses. You must enter data in these areas. Note: It is important to identify as many projected expenses as you may anticipate. Costs should be estimates ONLY. REMEMBER this helps establish dollar amounts to be reserved for your trip. Actual costs will be entered when you file your Voucher. Created by the Ohio National Guard 37

38 Expenses not listed in the Drop Down box (ie; Internet access fees) should be entered manually in the OR box When entering a manual expense, you will be given the option Govt Funded / Contract. This option is ONLY used when the expense is contracted as part of an event. Normally NOT selected by traveler! Click Save Expenses Created by the Ohio National Guard 38

39 Mileage Expenses PVT AUTO Terminal when you drive your car to the airport PVT AUTO TDY/TAD when POV use is approved to drive to your TDY location. Expense CANNOT exceed the Constructive Cost of Airfare (see Instructions for completing Constructed Cost Worksheet section of this manual). PVT AUTO IN and AROUND Must be identified as required along with POV Usage Approval (from supervisor). POV Approval must be annotated in Remarks to Approving Official (see page 41 of this manual) You must keep a daily log of each segment of mileage. The written approval and mileage log must be uploaded with your substantiating documents when processing your Voucher upon return (See Log Sheet for In and Around Mileage in Reviewer section of this manual) Use Drop Down menu to select type of expense When expense type is Pvt Auto - Terminal, enter mileage from residence to airport When expense type is Pvt Auto - TDY/TAD, you MUST use DoD Table of Distances Created by the Ohio National Guard 39

40 When you select DoD Table of Distances, the following window opens: Enter departure city, state code, and county Enter destination city, state code Click Calculate Mileage Official mileage will appear Click Save Total and Continue Created by the Ohio National Guard 40

41 Once populated, you can have the system enter the return trip mileage by clicking here Click Save Expense Created by the Ohio National Guard 41

42 This screen will appear when Pvt Auto-TDY/TAD is selected. See Pre Audit Section for instructions on completing the Constructed Cost Worksheet. NOTE: Travel within the state does NOT require a Constructed Cost Worksheet. Created by the Ohio National Guard 42

43 Per Diem Entitlements Lodging and M&IE (Meals & Incidental Expenses) Per Diem entitlements are the lodging and M&IE rates for your TDY location. The system automatically populates this based on your TDY location. Click Continue Created by the Ohio National Guard 43

44 Accounting This section identifies the Line of Accounting (LOA) that will be used to pay for your TDY. Leave this area blank and the proper LOA will be entered by your Approving Official. Click Continue Created by the Ohio National Guard 44

45 Preview Review and validate your travel selections and entitlements Use this block to provide specific information to your Approving Official (ie. Clarification and justification for POV use, GSA use, reason for not using GSA contracted airfare, etc) Created by the Ohio National Guard 45

46 Created by the Ohio National Guard 46 Click Save and Proceed to Other Auths

47 Other Auths Click on Add Additional Authorizations for this trip to see list of options. Created by the Ohio National Guard 47

48 Check the appropriate authorization(s) that is/are relevant to your trip. NOTE: Other should be used for registration fee authorized for reimbursement or other authorizations not listed. Variations Authorized is commonly used to safeguard against delays in travel due to weather or mechanical problems. Created by the Ohio National Guard 48

49 Enter remarks for each authorization selected. Click Save and Proceed. Created by the Ohio National Guard 49

50 Pre-Audit the trip The Pre-Audit screen will identify any items that require correction or additional information. Click Save and Proceed. NOTE: This is an Advisory Notice. No action is necessary by the traveler. Created by the Ohio National Guard 50

51 Instructions for Completing Constructed Cost Worksheet When Pvt Auto TDY/TAD is the mode of travel, you must submit a Constructed Cost Worksheet. Click on this link Created by the Ohio National Guard 51

52 Contact CTO to determine airfare cost Enter CTO fee. Ask CTO for current charges. Enter normal costs for round trip mileage to and from airport. If applicable, contact your AO. Click here to save as a.pdf file to your computer. Created by the Ohio National Guard 52

53 Enter Worksheet attached in the Justification block. Return to Expenses Tab and upload completed worksheet under Substantiating Documents. Note: After you have uploaded your worksheet, return to the Review/Sign tab to complete your authorization. Created by the Ohio National Guard 53

54 YOU MUST DIGITALLY SIGN THE AUTHORIZATION!!! The document is NOT signed until you click Submit You have now digitally signed your authorization. You will receive an letting you know when it has been reviewed and approved. Once it is approved, you can print your order (DD Form 1610) from the Authorization section under Official Travel. Remember to do your voucher within 5 business days after you return from your trip! Created by the Ohio National Guard 54

55 Adjustments and Amendments to Authorizations An adjustment/amendment should only be done BEFORE travel begins! NOTE: For assistance with processing an adjustment or amendment, contact your Approving Official. To create an ADJUSTMENT BEFORE the authorization for orders is APPROVED Mouse over the Official Travel tab on the menu bar Select Authorizations/Orders Click View/Edit next to the document to adjust Clear the View-Only check box Enter your CAC PIN Preview Trip screen opens with a reminder to stamp SIGNED after changes. Click OK Click edit next to item(s) that need to be changed or use the navigation bar to access the area that need adjusted Click Review/Sign tab on the navigation bar You will be prompted to provide justification for any changes made Click Save and Proceed to Digital Signature Select SIGNED on the Digital Signature screen Click Submit Completed Document Enter your CAC PIN and click OK Created by the Ohio National Guard 55

56 To Create an AMENDMENT AFTER the authorization has been APPROVED An adjustment/amendment should only be done BEFORE travel begins! NOTE: For assistance with processing an adjustment or amendment, contact your Approving Official. Mouse over the Official Travel tab on the menu bar Select Authorizations/Orders Click Amend next to the desired document Click OK Enter reason for edit in the Comment box Enter CAC PIN and click OK Preview Trip screen opens with a reminder to stamp SIGNED after changes. Click OK Click edit next to item(s) that need to be changed or use the navigation bar to access the area that need adjusted Click Review/Sign tab on the navigation bar You will be prompted to provide justification for any changes made Click Save and Proceed to Digital Signature Select SIGNED on the Digital Signature screen Click Submit Completed Document Enter your CAC PIN and click OK Created by the Ohio National Guard 56

57 Create a Voucher (DD ) In DTS, your Travel Voucher is called a Voucher. A voucher is a request for reimbursement of expenses incurred during travel. This is your DD Form After the trip the traveler must: Submit a voucher within 5 business days Provide receipts for: Lodging Airfare (see FAQ 15 in Reviewer section of this manual on how to obtain e-invoice) Rental car Registration fees Baggage fees Single expenditures of $75 or more Digitally sign the voucher See Step-By-Step instructions on the following page(s) Created by the Ohio National Guard 57

58 Create a Voucher (DD Form ) Click on the LOGIN TO DTS Button Click on the Official Travel, then using the drop down menu, select Vouchers Created by the Ohio National Guard 58

59 If this notice appears, your authorization is either: Created but not signed OR It has not been reviewed/approved. Contact your Approving Official for further guidance. Click here to view approved authorizations available to create your voucher. If you have already created a voucher, click edit to resume completing your voucher. Created by the Ohio National Guard 59

60 Click here to create your voucher. This is your Trip Overview page. If your travel dates or location changed, make any adjustments here. Once changes are made or if there are no changes, select Expenses from the navigation bar. Created by the Ohio National Guard 60

61 Edit or remove any non-mileage expenses to reflect actual costs incurred during your trip. Add any additional non-mileage expenses incurred during your trip. Make sure you SAVE after every action! Edit or remove any mileage expenses to reflect actual costs incurred during your trip. Use PVT Auto- Terminal for mileage to and from the airport. Make sure you SAVE after every action! Created by the Ohio National Guard 61

62 If your lodging expenses are over the per diem rate, contact your Approving Official for guidance. If your lodging expenses are equal to the per diem rate, you don t need to make any changes. If your lodging expenses are less than the per diem rate, you need to edit the lodging rate by clicking on Edit or Edit All Change the Lodging cost to reflect the actual cost of ROOM RATE ONLY. Do NOT include taxes in this cost. When lodging is over the per diem rate, click the radio button for Actual Lodging located under the Other Per Diem Entitlements section below. Attach an approved Actual Expense Allowance Letter with your receipts under Substantiating Records. Click Save These Entitlements at bottom of screen. Created by the Ohio National Guard 62

63 You can print a fax cover sheet here if you are going to fax your documents to DTS. If you scan your documents, save them to your computer as a.pdf file and then you can upload them here. After uploading your receipts, select Additional Options from the navigation bar. In Additional Options, select Payment Totals. Created by the Ohio National Guard 63

64 If you have a larger balance on your GOVCC than the calculation shows, you can request additional disbursement be made to your GOVCC by entering the requested amount here and select Calculate. The amount requested cannot exceed the amount identified as Net to Traveler. NOTE: Split Disbursement is used in DTS to assist cardholders with timely payment of travel card accounts. Split Disbursement is MANDATORY for all DoD travelers. When preparing your voucher using DTS, you need to review the Split Disbursement amounts to ensure money is being disbursed to completely pay all charges made to the travel charge card. Created by the Ohio National Guard 64

65 Review the Preview Trip page to ensure you have made all the necessary adjustments. Click Save and Proceed at bottom of page. Click Continue. Created by the Ohio National Guard 65

66 Make sure that you have addressed any items that require justification. Click Proceed to Digital Signature at bottom of page. Make sure the drop down box shows the SIGNED stamp. DAVID A DELAUTER Click Submit Completed Document. You have now digitally signed your voucher. You will receive an letting you know when it has been reviewed and approved. You can print your voucher (DD Form ) from the Voucher section under Official Travel. Created by the Ohio National Guard 66

67 Create a Local Voucher (SF 1164) A Local Voucher SF 1164 is a document submitted to claim reimbursement for miscellaneous expenses incurred while conducting official business in the locality of the permanent duty station (PDS). Examples of such expenses might include parking, toll charges, or privately owned vehicles (POVs) mileage. Normally, a Local Voucher is used when the travel is for a period of less than 24 hours and no lodging or air transportation is used. Government transportation (GSA or military vehicle) is the preferred method of transportation. When government transportation is not available, travel by POV must be approved, IN ADVANCE, by the organization s senior full time supervisor. Note: You may claim expenses for multiple dates on one local voucher as long each expense precedes the local voucher date. Step By Step Instructions below and on following page(s) Click on the LOGIN TO DTS Button Created by the Ohio National Guard 67

68 From the Official Travel section, select Local Vouchers Click on Create New Local Voucher Created by the Ohio National Guard 68

69 Enter your travel date and click OK Enter any non-mileage expenses and click Save Expenses Select Mileage from the navigation bar if you have mileage expenses. Created by the Ohio National Guard 69

70 Using drop down box, select applicable expense type. Enter Event Purpose, From and To info NOTE: If Residence is selected in the From field, you will be prompted to input the normal mileage to your duty station. Enter POV mileage for one way only Check box to automatically enter round trip info. Click Save Expenses at bottom of page. Created by the Ohio National Guard 70

71 Navigate to Substantiating Records and upload documents. (i.e. Command Authorization Letter, In and Around Mileage Log) You can print a fax cover sheet here if you are going to fax your documents to DTS. If you scan your documents, save them to your computer as a.pdf file and then you can upload them here. Navigate to Additional Options. Created by the Ohio National Guard 71

72 Provide a brief description of your required local travel. Click Save Comments and Proceed to Payment Totals. Unless a Line of Accounting has been selected, payment totals will show as 0. Created by the Ohio National Guard 72

73 When the Preview Trip screen appears, expense totals will populate. Select Save and Continue to Pre Audit Created by the Ohio National Guard 73

74 Review any advisory notices. Enter justification if required. Select Save and Proceed to Digital Signature Make sure the drop down box shows the SIGNED stamp. Click Submit Completed Document Created by the Ohio National Guard 74

75 Cancelling an Authorization Prior to cancelling an authorization, verify if any expenses were incurred. (i.e. CTO booking fees, cancellation fees, travel advance, etc.). The process is slightly different when expenses are incurred. From the Authorization page, select the appropriate authorization and click Trip Cancel Created by the Ohio National Guard 75

76 Click appropriate box. Select OK to acknowledge the message NOTE: If any reservations were made through DTS, they must be removed before the document can be deleted. Created by the Ohio National Guard 76

77 Ensure the SIGNED stamp appears. Submit Completed Document. Once the action has been approved, the trip will show up with a Cancelled status. When expenses have been incurred, the traveler must complete a voucher to finalize the action. Created by the Ohio National Guard 77

78 Additional Training On-line simulation training for creating authorizations, vouchers, and local vouchers can be accessed: Go to (this will display the Welcome to DTS home Page) Click on Training in the upper left side of the home page All online training is listed Click Launch to view the DTS demonstrations, overview modules and follow instructions Click on Training from the DTS main page. Click on the Launch button. Created by the Ohio National Guard 78

79 Created by the Ohio National Guard 79 Click on the subject you want to learn about.

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